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Leveraging Paperless Technology

Leveraging Paperless Technology. Presented by: Sherri Gaugh San Juan College RMACRAO, July 17, 2013 Session 2F. Introduction. Technology Solutions that Address Increasing Demands No New Staffing Space Issues Efficiencies Service Improvements Recruiting Efforts. Agenda.

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Leveraging Paperless Technology

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  1. Leveraging Paperless Technology Presented by: Sherri GaughSan Juan College RMACRAO, July 17, 2013 Session 2F

  2. Introduction • Technology Solutions that Address • Increasing Demands • No New Staffing • Space Issues • Efficiencies • Service Improvements • Recruiting Efforts

  3. Agenda • Electronic Admissions Application • Document Management • Workflows • Student Information Updates • Change of Major • Graduation Substitutions • Curriculum Management Process • Transfer Evaluation Processing

  4. Electronic Admissions Application

  5. Electronic Admissions Application Goals • Reduce Entry Time • Encourage Electronic Applications • Improve Data Quality

  6. Electronic Admissions Application • Application • Colleague Customization • Students Log In Using Personal Email • Questions Customized • Specific Required Fields • Data Confirmed and Pushed to Colleague • Errors Handled Separately

  7. Document Imaging

  8. Document Imaging Goals • Safeguard Documents • Easy Access • Index Values Related to SIS • Physical Space Savings • Immediate Access for Academic Advisors

  9. Document Imaging • Imaging Project • November 2010-May 2012 • Backfilled all Student Academic Records • All Drop/Add Slips for Spring 2011 • All Incoming New Student Academic Documents • Destroyed Documents for Students Not Attending Past 5 Years

  10. Document Workflow

  11. Document Workflow Goals • Eliminate Paper Form • Streamline Processes • Track Document Through Process • Address Processes to Maximize Impact • Student Information Update Form • Change of Major • Substitution/Waiver • Course and Program Bank Action Form

  12. Document Workflow Basic Processing Workflow

  13. Document Workflow

  14. Document Workflow Curriculum Approval Process

  15. Document Workflow Future Workflows • Address Change • Personnel • Students • Grade Change Form • Graduation Application • Attach Program Evaluation (V. 13)

  16. Transcript Evaluation Processing Transcript Capture

  17. Transcript Evaluation Processing Goals • Process Evaluations FasterImpacting • Recruiting • Advising • Financial Aid Packaging

  18. Transcript Evaluation Processing Process • Scan Transcript • Template Reads Information • Loads in Holding Table • Compare Data to Image • Make Corrections • Load Data

  19. Summary • Efficiencies Gained • Time • Admission Data Entry • Transcript Evaluations • Document Filing • Document Retrieval • Document Processing • Space • Better Service to Students

  20. Questions & Answers Thank you for coming! Sherri Gaugh gaughs@sanjuancollege.edu Please complete the online session evaluation form Session 2F

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